A Team Effort

By John Quirk

The creation of a digital collection always demands some amount of collaboration. Content matter experts, scanning technicians, metadata librarians, web developers…all working together to bring a project to fruition. The size of the team varies from collection to collection but it is always a collaborative effort.

UofSC’s Digital Collections has been involved in a project lately that not only exemplifies this spirit of collaboration but pushes it to unusual lengths. This project is the Abstract of Voter Registrations Reported to the Military Government, 1868.

This 31-volume abstract of voter registrations was originally created by order of the commander of the Second Military District who had ultimate responsibility for the registration of voters and the conduct of elections. The volumes record the name and race of each registered voter arranged by county and registration precinct. It is a fascinating and historically valuable snapshot of elections in South Carolina in the years just after the Civil War. The process of bringing these documents into the digital world has demanded the efforts of an unusual number of dedicated souls.

These historic volumes were originally microfilmed in 1987 by the South Carolina Department of Archives and History. The South Carolina State Library recognized their significance and the potential value of having them digitized and made available on the web. The University of South Carolina’s Digital Collections department scanned the microfilm, creating the digital files using its Mekel Microfilm scanner. The South Carolina State Library then created the metadata describing each volume. UofSC’s Digital Collections used that metadata to upload the digitized Abstract of Voter Registrations to its CONTENTdm database make them freely available online. The road often ends there…but in this case the road has a few more twists and turns…

Having such historic documents digitized and online certainly extends their discoverability and accessibility well beyond volumes on an archive shelf or in a microfilm drawer. However, if a text can be made fully searchable the usefulness and discoverability is hugely improved. When scanning text that is printed or typewritten it is possible to create a searchable text file using an optical character recognition program (OCR) that can decipher text in a still image. However, automated OCR is not an option when the text is handwritten as it is in this Abstract of Voter Registrations. This is where the collaborative aspect of this project grows exponentially.

Richland County Library’s Walker Local and Family History Center has been marshalling a phalanx of intrepid volunteers and librarians to manually transcribe each page of the entire 31 volumes. These transcribers are peppered across the state and as they complete their efforts the transcriptions are sent to the Walker Local and Family History Center to be collated.  Those transcriptions are then sent from Richland Library to UofSC where they are integrated into the digitized items online. In the end, this process will make the entire Abstract of Voter Registrations fully searchable for names and locations thus improving its reach and usability.

One example of the broad reach these files can have is the recent featuring of an item from this very collection on a segment of Henry Louis Gate, Jr.’s PBS program Finding Your Roots. Click here to see a clip: https://www.pbs.org/video/michael-k-williams-immediate-voter-registration-p9xcw3/ After so much coordination and concerted effort, it is quite rewarding to see the fruits of those labors pay off in such a way.

All of this cross-institutional collaboration is aided by established relationships developed over time as partner members of the South Carolina Digital Library. The SCDL is a statewide search portal that aggregates digital collections from over 60 institutions bringing together over 300,000 digital items. The UofSC Digital Collections department is the  scanning hub helping to coordinate collections being created in the Midlands and hosts collections for smaller institutions that do not have the means to do that.

 

Our New Digi Blog

As we unveil our new university website and our new Digital Collections and Exhibitions website here at the University of South Carolina, we can’t help but blog about it!

Our new Qidenus Smart image capture machine

Digital Collections got started in 2004, and was created by a group of special collections curators and archivists.  We primarily serve the special collections units at the university: Irvin Department of Rare Books, South Carolina Political Collections, Government Documents, the South Caroliniana Library and Archives, the Music Library, and the Moving Image Research Center.  Our department also participates in nationally-held industry best practices regarding digitization, metadata creation, access, and digital preservation. We serve our South Carolina community as well, and partner with institutions across the state, to share resources and expertise.

Since 2004, over 250 collections (containing over half a million items) have been digitized and described using the content management system CONTENTdm (dm = digital management). During the last 14 years, over 75 staff and students have created these digital wonders, giving you open access to historic newspapers, published and unpublished manuscripts, photographs and negatives, university archives, sheet music, rare books, engravings and prints, oral histories, and political records. Not surprisingly, UofSC’s Digital Collections department was a founding member of Digital Public Library of America and the South Carolina Digital Library.

We’ll be using this blog as a way to show our work, like all your math teachers insisted on. Our department is under lock and key (not open to the public), but our methodology and progress needn’t be. We’ll have guest bloggers (Digi staff, interns, and students) describe their digitization process, cool things they found in the collections, and a nice cross-referenced link or two where you can find the original item we’ve digitized. We’ll also announce new changes to our workflows, exciting new equipment, grants, and collaborations here.

→ To keep up with our new collections subscribe to our blog or peruse our Facebook  and  Twitter. We’d love to hear from you, too. Email us with questions or conversation at digital1@mailbox.sc.edu